Exhibition Terms and Conditions 2021

 
 

Terms and Conditions

Exhibition submissions for Head On Photo Festival 2021

(excluding the Head On Photo Awards)

A. Introduction

 

  1. The 2021 Head On Photo Festival [Festival], brought to you by the Head On Foundation [Head On], is open to Applicants of any age, residing anywhere (not restricted to Australia)
  2. Applicants should submit between 18 February to 14 March 2021 via the Head On Photo Festival website (https://www.headon.com.au/submissions)
  3. A submission fee of AUD$20 (approximately US$15/€12, non-refundable) per submission is payable at the time of submitting the proposal
  4. Payment of the submission fee deems the Applicant accepts all Terms and Conditions set out by Head On
  5. Applicants may submit more than one proposal
  6. Submissions can be for printed photography exhibitions or multi-media/video-art of any genre and subject matter
  7. The Applicant can be:
    1. The exhibiting artist of a solo exhibition
    2. The contact artist of a group of exhibiting artists
    3. A representative organizing an exhibition on behalf of the exhibiting artist/s such as independent curator or curator/staff member at an exhibition space
  8. The Applicant warrants that they have the authority on behalf of the artists to enter into this agreement with Head On and is responsible for complying with these Terms & Conditions
  9. The Applicant warrants that all works submitted are original works created by the Applicant and/or artists they are representing, and that such works do not infringe any third party's copyright, other intellectual property rights, moral rights or rights to privacy, and are not defamatory or otherwise in breach of any law. The Applicant agrees to indemnify Head On Foundation Ltd and Head On Photo Festival for any possible loss or legal action against it
  10. Copyright in any works submitted will remain the property of the artist
  11. Use of personal information
    1. Each Applicant acknowledges and agrees that they will provide personal information (such as their name, address, telephone number and email address) to Head On. This personal information will be dealt with in accordance with Head On's Privacy Policy
    2. Head On shall be entitled to exclude or remove from the 2021 submissions, any Applicant who has submitted false information or who does not comply with all terms and conditions set out by Head On
    3. All terms and conditions may be modified at any time at Head On’s discretion
  12. The Applicant will ensure that they provide Head On with correct contact details (email and telephone number) and notify Head On of any changes. Head On takes no responsibility if Applicants do not receive emails, phone calls or messages due to incorrect contact details
  13. The Applicant will ensure they check all their email boxes such as trash, junk, spam, clutter etc. Head On takes no responsibility if Applicants do not receive emails due to spam filters etc. Or do not read the emails Head On sends them or do not act on the information Head On provides

B. Submission process

  1. Applicants must complete all fields of the online application (https://www.headon.com.au/submissions) and submit work according to the specifications outlined in 14a and 14b below, pay the non-refundable submission fee of AUD$20 (approximately US$15/€12) per submission and agree to the Terms and Conditions
    1. Specifications for still photography
      1. Upload 10 images - 1200 pixels on the longest side saved as jpg compression level 8
      2. Remove any watermarks from your images
    2. Specifications for multi-media/short film/short video
      1. Upload one frame and provide a link to the full video Saved in HD 720P format (1280x720) as MPEG-4, compression H264

C. SELECTION PROCESS

  1. Submissions will be reviewed by a selection committee of industry experts nominated by the Festival’s Creative Director, Moshe Rosenzveig OAM
  2. The artists’ names will not be seen by the committee members during the selection process
  3. Applicants will be notified of the selection outcome by either email and/or telephone between Monday, April 5 – Friday 9 April 2021
  4. Successful Applicants will be invited to exhibit as either Head On Open or Head On Featured exhibitors of Head On Photo Festival 2021

D. Applicants who proceed to exhibit at Head On Photo Festival 2021

  1. Once invited, Applicants will receive Terms and Conditions for exhibiting artists
  2. Applicants accepted into the Festival who proceed to become Exhibitors in Head On Photo Festival 2021 will receive benefits as detailed in Appendix B of this document
  3. Successful Applicants who wish to exhibit in Head On Photo Festival 2021 will be required to pay a registration fee by Friday 30 April 2021 as set out in Appendix A of this document
  4. This fee is payable even though exhibition space has not been confirmed and is refundable in full if the applicant does not proceed with the exhibition
  5. Registration fees cannot be carried over for a future Head On Photo Festival
  6. Depending on Public Health Orders and travel restrictions at the time, Head On Photo Festival 2021 will go ahead, either as a hybrid of online and physical exhibitions and events, or entirely online
  7. Head On Photo Festival 2021 is scheduled to launch on Fri 5 November and run Sat 6 November to Sun 14 November 2021 (inclusive)
  8. If accepted as a Head On Open Exhibitor
    1. The Applicant will be responsible for securing an appropriate exhibition space and complying with the Terms and Conditions of that exhibition space
    2. The exhibition space can be a traditional (e.g. gallery) or non-traditional (e.g. café, library, studio etc.)
    3. The Applicant and/or exhibiting artist(s) and/or exhibition space will be required to bear all production and administration costs associated with the exhibition (including printing, installation and venue costs)
    4. Exhibited work can be made available for sale (Head On does not take a commission)
    5. The Applicant will create a webpage on www.headon.com.au by Friday 1  October 2021 (or discuss this deadline with Head On)
    6. Applicants who do not complete their webpages (or consult with Head On) by the due date will be removed from the Festival program and refunded their registration fee
  9. If accepted as a Head On Featured Exhibitor
    1. Head On will allocate a specific exhibition venue in consultation with the Applicant who may also suggest a venue to Head On
    2. Head On will cover the production costs (including exhibition management, printing, installation, venue costs, freight, events and promotion) for exhibitions showing in Head On managed venues and offer an artist fee to these exhibitors
    3. For venues not managed by Head On, exhibition costs will vary depending on venue and exhibition specifications. These will be discussed with each Applicant upon acceptance of the suggested venue
    4. Exhibited work can be made available for sale subject to negotiation of a commission payable to Head On
    5. Head On Photo Festival Creative Director OAM will lead the curation of Head On Featured exhibitions in consultation with the artist and gallery
    6. Applicants cannot change the curatorial structure of the exhibition without prior confirmation in writing from Head On Photo Festival
    7. Applicants accepted as Head On Featured Exhibitors will be asked to create a webpage on www.headon.com.au or to provide material for this purpose by Friday 27 August 2021 (or discuss this deadline with Head On)

E. Sponsorship

  1. Applicants accepted into the Festival can apply for in-kind and/or cash sponsorship from third parties according to Head On’s sponsorship policy available on request from Head On
  2. Without a Head On approved sponsorship proposal, Exhibitors/Representatives cannot:
    1. Refer to Head On or Head On Photo Festival in any discussions with, or in documents distributed to potential sponsors
    2. Offer benefits related to Head On to sponsors
    3. Represent Head On or be perceived to represent Head On
    4. Use Head On’s logo anywhere, or in any form, without the written permission of Head On

F. Key dates

  • • 18 Feb (Thu) – 14 Mar (Sun) 2021: submissions
  • • 5 Apr (Mon) – 9 Apr (Fri) 2021: notification to Applicants
  • • 30 Apr (Fri) 2021: registration fees due
  • • 3 Jul (Fri) 2021: deadline to apply to mount any event related to the exhibition
  • • 27 Aug (Fri): deadline for Head On Featured exhibition webpages
  • • 1 Oct (Fri) 2021: deadline to complete Head On Open exhibition webpages and upload exhibition images OR to contact Head On to discuss these details
  • • 27 Aug(Fri) 2021: Festival program closes
  • • 5 Nov (Fri) 2021: Launch of Head On Photo Festival 2021
  • • 6 Nov (Sat) – 14 Nov (Sun): Head On Photo Festival 2021

G. FORCE MAJEURE

  1. Where there is a Force Majeure Event, the party prevented from or delayed in performing its obligations under this Agreement must immediately notify the other party giving full particulars of the Force Majeure Event and the reasons for the Force Majeure event preventing that party from, or delaying that party in performing its obligations under this Agreement and that party must use its reasonable efforts to mitigate the effect of the Force Majeure Event upon its or their performance of the Agreement and to fulfil its or their obligations under the Agreement.
  2. Upon completion of the Force Majeure Event, the party affected must as soon as reasonably practicable, recommence the performance of its obligations under this Agreement.
  3. A Force Majeure Event(s) does not relieve a party from liability for any obligation which arose before the occurrence of the relevant Force Majeure Event(s).

Appendix A

Registration fees & Timeline*

DATES

WHAT

HOW

FEES (AUD)

Thu 18 Feb  to

Sun 14 Mar 2021

Submissions to exhibit in Head On Photo Festival 2021

Go to https://www.headon.com.au/submissions

AUD$20 (approximately US$15/€12)

Non-refundable

Mon 5 – Fri 9 April 2021

Notification to applicants

Email and/or phone, messaging

NA

 TIMELINE FOR SUCCESSFUL APPLICANTS

Fri 30 Apr 2021

Deadline for galleries/organisations pay registration fee for Head On Featured Program

 Link will be provided for online payments

AUD$450 (approx. US$349/€289)

Fri 30 Apr 2021 

Deadline to pay registration fee for Head On Open Program

Link will be provided for online payments

AUD$250

(approx. US$194/€160)

Fri 30 Jul 2021

Deadline to apply for an event related to the exhibition

Email request to anna@headon.com.au

NA

Fri 27 Aug 2021**

or

Fri 1 Oct 2021**

Prepare images to upload

Information to be provided closer to the due date

NA

Create a webpage

Prepare exhibition statement

Complete online form

Upload images

Edit as necessary

Fri 20 Aug 2021

If necessary, discuss exhibition details with Head On

Email anna@headon.com.au and call the office on 61-2-96655865

NA

Fri 27 Aug 2021

Festival program closes

 

NA

Fri 5 Nov 2021

Launch of Head On Photo Festival 2021

Information to be provided closer to the due date

NA

Sat 6 Nov 2021

Head On Photo Festival 2021 commences

Sun 14 Nov 2021

Head On Photo Festival closes

 

 

*The timeline and fee structure may be updated at Head On’s discretion

**Head On may request high-resolution images and/or more images for marketing purposes before this date

Appendix B

Benefits to Exhibitors

The not-for-profit Head On Photo Festival is one of the world’s leading photography festivals, attracting critical acclaim and extensive publicity. The Head On team works year-round on project management, infrastructure, promotion, marketing and sponsorships necessary to present hundreds of artists with the opportunity to show their work to a global audience through the annual Head On Photo Festival.

The Head On team endeavours to assist all exhibitors where possible; for example, by negotiating discounted services from preferred suppliers and subsidising Head On services (coordination/project management, promotion, website, program etc.)

Benefits to all exhibitors

  • • Inclusion in the Head On Photo Festival 2021 program
  • • Helpdesk and general administration
  • • List of service providers providing a discount to Head On Photo Festival exhibitors e.g. printers, framers
  • • Exhibition webpage (www.headon.com.au) also available to the public post-festival
  • • Inclusion in the Head On Photo Festival 2021 printed catalogue

Promotion of Head On Photo Festival as a whole via:

  • • Head On Photo Festival EDM’s
  • • Head On Photo Festival social media
  • • Head On Photo Festival website
  • • Head On Photo Festival 2021 printed catalogue
  • • PR team contracted by Head On Photo Festival
  • • On-line program/calendar/blog (www.headon.com.au)

NOTE: We do what we can but cannot guarantee the amount of media and/or public interest in the exhibitions

Head On Open exhibitors also receive

  • • A quarter page (including an image) in the 2021 Festival A5 printed catalogue
  • • Opportunity to program (in consultation with Head On) an exhibition opening event and artist talk
  • • Opportunity for digital postcard display in a key Festival venue
  • • Where possible, opportunity to purchase an exhibition package to work with an independent curator (see the table below)

Head On Featured exhibitors also receive

  • • A page (including an image) in the 2021 Festival A5 printed catalogue
  • • Promotion via social media, press kit compiled and distributed by a contracted PR team and follow-up on media enquiries
  • • Opportunity for digital postcard display in a key Festival venue
  • • Liaison with potential exhibition spaces, curatorial input from Head On Photo Festival Creative Director Moshe Rosenzveig OAM in collaboration with the artist and /or exhibition space

OR

  • • A complete exhibition package including:
    • - Allocated space in a key Festival venue managed by Head On
    • - Exhibition management including:
      • • Curatorial services led by Head On Photo Festival Creative Director Moshe Rosenzveig OAM in consultation with the artist
      • • Pre-production work such as resizing, liaising with printers
      • • Exhibition design and infrastructure
      • • Installation, de-installation, storage of prints
      • • Administration
      • • Management of sales, post-festival exhibitions and touring opportunities

What is the difference between Head On Open and Head On Featured exhibitions?

 

Differences between open and Featured programs

 

Open

program

Featured 

program

Inclusion in an international festival program that is widely promoted in Australia and overseas

Festival registration fees (AUD$) (exhibition costs not included)

Individual - AUD$250
(approx. US$194/€160) 

Organisation - AUD$350 

Individual artist/artist collectives – waived (donations welcome) 

For galleries / organisations - $450 

Artist fee per exhibition    For exhibitions in Head On managed venues 

Help desk and general administration

Access to discounted services

Online exhibition web page (also available to view post-festival)

Inclusion in 2021 Festival printed catalogue

¼ page

1 page

Social media promotion

At Head On’s discretion*

Mention in e-news** (44K+ readers) including key industry leaders

 

With image at Head On’s discretion

Inclusion in contracted PR agency press-kit

 

Direct support in finding an exhibition space

TBC***

Curatorial input from Head On Photo Festival Creative Director in consultation with artist / gallery curator

 

Exhibition costs to be discussed with each artist

Introduction to an exhibition space; curatorial input from Head On Photo Festival Creative Director in consultation with artist /gallery curator 

OR 

Fully produced & curated by Head On Photo Festival curatorial team in consultation with the artist; costs covered by Head On Foundation  (management / major festival venue /production / promotion /installation/sales post-festival) 

 

Exhibition package payable by artists (management /venue /production /installation) working with an independent curator 

TBC***

Exhibition costs to be discussed with each artist

 

* After 5 Nov and upon Head On’s discretion and social media schedule, not all across all platforms.

**Or online blog accessed via e-news

***Dependent on available exhibition venues

Note: we do what we can, but cannot guarantee the amount of media and/or public interest in the exhibitions
 

 

* After 5 Nov and upon Head On’s discretion and social media schedule, not all across all platforms.

**Or online blog accessed via e-news

***Dependent on available exhibition venues

 

Date: 19 May 2021

Terms and conditions are subject to change. Final exhibitors agreements are sent to successful applicants.